Office Admin Best Practices for Organizations Without Client Admins

When office administrators are committed to maintaining office and staff information in par8o, both offices and patients have a better referral experience. Use these best practices as a guide for keeping your office and staff information accurate and up-to-date.

Most organizations choose to elect one or two Client Admins. A par8o Client Admin has advanced administrative privileges and is typically responsible for managing provider and office staff accounts, office locations, insurance plans, and groups. If this description applies to you, read Office Admin Best Practices for Offices With Client Admins instead.

If your organization does not have a Client Admin, then as the Office Admin you are primarily responsible for both managing provider and office staff accounts and managing provider insurance plan participation. par8o support sets up your organization's groups, but you may add users to groups. 

Adding and Removing Office Staff

• When you create a new user or add an office staff person to your location, par8o will send an email asking the new person to confirm his or her account. Ensure that the person confirms his or her account and creates a password. 
• When a staff person leaves, deactivate his or her par8o account.
• If a temporary staff person will be working in your office for more than one day, use Office Admin to add your location's providers to the staff person's profile.
• Remove your office's providers from the staff person's profile when the temporary staff person leaves your office.

Adding and Removing Providers

• Use Office Admin to add new providers to your office. Add providers to new offices as soon as possible after they join.
• If you can’t find a provider either when attempting to add a provider to your office location or when sending a referral, email support@par8o.com for assistance.
• If your office is supported by a call center, be sure to communicate provider changes to the call center as soon as possible.
• When a temporary provider will be practicing in your office for more than one day, use Office Admin to add the provider to your office. Remove the provider when he or she is no longer practicing at your location.
• If a provider will no longer be practicing at your location, review the provider’s existing referrals and forward or decline as appropriate before removing the provider from your office. Once you remove a provider from your practice, you will no longer have access to his or her referrals.

Maintaining Insurance Plans

• Assign or work with a billing/finance manager to manage provider insurance profiles to ensure that the list of accepted insurances is accurate. This list is used by par8o to suggest providers that accept patients’ various insurance plans, so it’s important to keep this information as accurate as possible.

Monitoring Office Performance

• Share the par8o best practices for sending referrals and/or best practices for receiving referrals with office staff to ensure the best patient care.
• Review the group progress referral report on a weekly basis and other reports as needed. 
• If best practices are not being followed, find out why. Redefine roles and responsibilities, and offer additional training.